Our Commitment to Privacy
Kid CenterEd, PLLC is committed to protecting the privacy and confidentiality of the children, adolescents, and families we serve.
In the course of providing neuropsychological, psychological, educational, consultation, and related services, Kid CenterEd may receive, create, maintain, or use highly personal information. This may include medical and developmental histories, educational information, psychological and neuropsychological testing, diagnoses, behavioral and emotional information, treatment recommendations, billing information, and communications related to care.
We use administrative, physical, and technical safeguards designed to protect this information from unauthorized access, use, or disclosure.
This Privacy Policy provides a general explanation of Kid CenterEd’s approach to privacy. Our HIPAA Notice of Privacy Practices provides the complete description of how protected health information is used and disclosed and explains the rights of patients and their authorized representatives.
Information collected through the public Kid CenterEd website is addressed separately in our Website Privacy Policy.
Protected Health Information
Protected health information, or PHI, generally includes individually identifiable information concerning a person’s physical or mental health, healthcare services, or payment for healthcare when that information is maintained or transmitted in a form protected by HIPAA.
At Kid CenterEd, PHI may include:
- Neuropsychological and psychological evaluation records
- Medical and developmental histories
- Educational information maintained as part of the clinical record
- Test results and clinical observations
- Diagnoses
- Evaluation reports
- Treatment and educational recommendations
- Billing and payment information
- Communications concerning evaluation or care
- Other information maintained as part of a patient’s clinical record
Kid CenterEd handles PHI in accordance with HIPAA and applicable Massachusetts and federal law.
How We Use Health Information
Kid CenterEd may use or disclose PHI as permitted by law for treatment, payment, and healthcare operations.
For example, information may be used to conduct an evaluation, coordinate care with another healthcare provider when appropriate, prepare invoices, receipts or reimbursement documentation, conduct quality-improvement activities, provide professional supervision or training, maintain regulatory compliance, or carry out other legitimate clinical and administrative operations.
Other uses or disclosures may be permitted or required by law, including mandatory reporting, health oversight activities, legally authorized proceedings, workers’ compensation matters where applicable, and situations involving a serious threat to health or safety.
When written authorization is required, Kid CenterEd will obtain permission before disclosing the information.
Information Shared With Schools and Other Professionals
Families frequently obtain neuropsychological evaluations to understand a child’s learning needs and assist with educational planning.
Kid CenterEd does not automatically provide an evaluation, report, diagnosis, or other protected clinical information to a school simply because the evaluation has educational relevance.
When authorization is required, Kid CenterEd will obtain permission from the patient, parent, guardian, or other legally authorized representative before providing protected clinical information to a school, educational professional, consultant, advocate, or other third party.
Children, Parents, and Privacy
Because Kid CenterEd primarily serves children and adolescents, parents and legal guardians are commonly involved in consent, evaluation, and receipt of evaluation information.
Parents and legal guardians generally exercise privacy rights on behalf of minor patients when authorized to do so under applicable law.
Certain circumstances may give a minor independent rights regarding particular health information or may limit a parent or guardian’s access to certain records. Kid CenterEd follows applicable federal and Massachusetts law when determining who may access a record or authorize its disclosure.
Psychotherapy Notes and Specially Protected Information
Certain categories of health information may receive additional protection under federal or Massachusetts law.
Psychotherapy notes, when maintained and when covered by the special protections established by HIPAA, generally require separate written authorization for disclosure except where disclosure is otherwise permitted by law.
Kid CenterEd follows applicable requirements governing other specially protected health information.
Electronic Communications and Telehealth
Kid CenterEd may communicate with patients, parents, guardians, and authorized representatives by telephone, email, text message, secure portal, telehealth platform, or other electronic means when appropriate.
When telehealth services are provided, Kid CenterEd uses platforms intended to provide appropriate privacy and security protections. Telehealth sessions are not recorded unless specifically agreed to in writing.
Electronic communications may carry inherent privacy risks. Families with concerns about a particular communication method may request another reasonable method.
Detailed medical records, psychological or neuropsychological reports, diagnoses, or other sensitive clinical information should not be submitted through a general website contact form or ordinary unsecured email unless Kid CenterEd specifically instructs the individual to use that method.
Service Providers
Kid CenterEd may use outside companies to support clinical or administrative operations, including electronic health record, scheduling, billing, technology, and other service providers.
When a service provider performs functions involving PHI on behalf of Kid CenterEd and qualifies as a HIPAA business associate, the provider is required to safeguard the information in accordance with applicable law and contractual requirements.
Information Security
Kid CenterEd maintains administrative, physical, and technical safeguards intended to protect confidential information from unauthorized access, use, alteration, or disclosure.
Access to clinical information is limited to authorized individuals who need the information for patient care or legitimate practice operations.
No electronic system can be guaranteed to be completely secure. Kid CenterEd therefore encourages families to use secure communication methods for sensitive clinical information whenever available.
Record Retention
HIPAA-related documentation is maintained for a minimum of six years as required by applicable law.
Clinical records are retained in accordance with applicable Massachusetts law, professional requirements, and Kid CenterEd’s record-retention practices. Records concerning minor patients may be subject to different or longer retention requirements.
Breach Notification
If unsecured protected health information is compromised and notification is required under applicable law, Kid CenterEd will notify affected individuals without unreasonable delay and within the time required by law.
Privacy Questions and Complaints
Questions or concerns about Kid CenterEd’s privacy practices may be directed to:
Privacy Officer
Dr. Eavan (Miles-Mason) Durwin
Kid CenterEd, PLLC
747 Main Street, Suite 228
Concord, MA 01742
Phone: (781) 214-0154
Email: info@kidcentered.net
Individuals may also file a privacy complaint with the U.S. Department of Health and Human Services, Office for Civil Rights.
Kid CenterEd will not retaliate against anyone for making a good-faith privacy complaint or exercising a privacy right.
Related Policies
For detailed information concerning protected health information and patient rights, please review the Kid CenterEd HIPAA Notice of Privacy Practices.
For information concerning data collected through kidcentered.net, please review the Kid CenterEd Website Privacy Policy.
Changes to This Policy
Kid CenterEd may revise this Privacy Policy as legal requirements, technology, privacy practices, or practice operations change. The current version will be made available through Kid CenterEd.